2013-2014 Submission Deadlines
To: Officers and Deans
From: Michael B. Gebhardt
Date: October 14, 2013
Deadlines for Submitting Items for Consideration
Attached is a copy of the meeting schedule of the Board of Trustees and its standing committees for fiscal year 2013-2014.
To enable the members of the Board of Trustees to have sufficient time to consider proposed actions, and to permit timely advance review and approval of all such matters by the President and her Cabinet, all materials relating to any matter that will be presented to the Board or any of its committees for action or information must be submitted to the Office of the Secretary at least two weeks prior to the scheduled committee or Board meeting at which it will first be considered. You should try to provide additional time if at all possible, especially if the matter is not a routine or incidental occurrence. Proposed action items and information reports received less than two weeks prior to a scheduled meeting will not be placed on the agenda for that meeting, but will be deferred to a subsequent meeting.
For action items, the materials to be delivered to the Secretary should include a draft recommendation for action in standard format, an outline identifying the individuals, groups and entities that have participated in the preparation of the item, the budgetary authority and impact of the matter, and detailed background information and materials as appropriate for fully-informed presidential and Board consideration and approval.You also are invited to contact Janet Carruth at firstname.lastname@example.org or me if you have any questions or need additional assistance.
For information items, all background documents and presentation materials (e.g., powerpoints, slides, films, etc.) along with the identity of the individual(s) who will present the matter to the Trustees, must be included in the materials submitted to the Office of the Secretary.
These timing requirements are intended to provide the President with a minimum of one full week to review the matter, consult with others and her Cabinet as she deems appropriate, and determine whether or not the matter will be presented to the Board committee or Board as requested. If the matter is approved for an agenda, the President and Secretary will then have one week to finalize the agenda and provide the requisite notice, with appropriate supporting materials, to the Trustees who will be asked to make a recommendation or decision.
The University’s Bylaws outline the powers and authority of the Board and its various standing committees. While you may have general familiarity with matters requiring Board approval within your area of responsibility, please refer to Article VI of the University Bylaws (policy #01.32.00). If you have any questions as to whether a particular action requires Board approval, please feel free to call the Office of the Secretary.
If you are involved in preparing a matter within the jurisdiction of a Board committee that does not have scheduled meeting dates, but instead is listed as meeting at the “Call of Chair,” please understand that a meeting cannot be scheduled until at least two weeks after you have delivered all pertinent materials to the Office of the Secretary.
The submission deadlines will be strictly enforced.
(e.g., policies relating to educational programs, admissions, tenure, promotion and retirement of faculty)
Alumni Relations & Development Committee
(e.g., matters relating alumni affairs and programs, policies and programs related to extramural support and recognition)
(e.g., matters relating to the Board policies concerning intercollegiate, intramural and recreational athletics, and their programs and facilities)
(at 2:00 p.m.)
(e.g., matters relating to the adequacy of and compliance with internal controls of the University and the sufficiency and appropriateness of its financial reporting)
Budget & Finance
(e.g., capital and operating budget recommendations, financial planning, investment policy)
Campus Life & Diversity Committee
( at 12:00 Noon )
(e.g., matters relating to the policies concerning campus life and policies that foster an appreciation of different people, cultures and perspectives, and that enchance the safety and well-being of all members of the University community)
(e.g., matters requiring final Board action between meetings of the Board, such as real estate transactions, policy changes, etc.)
(e.g., capital construction and equipment contracts over $300,000, design contracts over $50,000, purchase, sale or lease-away of real estate, policies relating to disposition and use of facilities)
(e.g., policies relating to investment and endowment portfolio of the University)
(e.g., policies relating to student life and welfare, student housing, student fees)
Committee on Trustee
(e.g., assess and appraise the organization, operation and membership of the Board of Trustees)
Other University Committees and Entities
Government Relations and External Affairs Committee
(at 12:00 Noon)
(e.g., policies relating to advocating University programs and interests before external bodies)
Healthcare Enterprise Committee
(e..g., address budget and strategic planning issues of health care activities)
Temple Educational Support Services, Ltd. (TESS)
(e.g., matters relating to the curriculum and operation of the Temple University Japan program)
Board of TrusteeS
(at 3:30 p.m.)
(e.g., major changes in educational policy, closing or opening academic departments, budget approval)
These submission deadlines are firm. If the Office of the Secretary does not receive all materials pertaining to a matter for submission to the Board committee or the Board by the submission date for a particular meeting, the matter will not be presented to the President or Board committee for that meeting.
University Office of the Secretary